Administrative Assistant

Administrative Assistant

Costa Rica, Alajuela, Carrizal

General Objective: Provide support to the manager in tasks such as planning, organizing, controlling, coordinating, and analyzing.

Tasks:

• Resolve situations that arise in any department in the absence of the manager.
• Handle upset customers that the reception staff cannot manage and find a solution in the absence of the manager.
• Supervise the cleaning and restaurant departments.
• Conduct room inspections to create lists of future maintenance projects.
• Verify the quality of service and food displays in the restaurant.
• Coordinate weekly schedules for therapists and yoga instructors, special activities, spa sessions, and yoga sessions.
• Coordinate weekly schedules in conjunction with the group leader(s) each week.
• Meet with potential clients, show them the property, and familiarize them with our procedures for bringing groups. Coordinate with group leaders before retreats to address all group needs.
• Lead orientations for groups and individuals with a brief talk focusing on important details for clients.
• Attend to client requests.
• Prepare artwork such as banners and posters as requested by clients or colleagues to promote activities.
• Provide logistical support to groups for various activities not necessarily related to the Pura Vida offerings.
• Handle reservations from domestic tourists.
• Cover two full shifts at reception.
• Opening of reception.
• Closing of reception.
• Manage and update daily operations in our “RoomMaster” system.
• Welcome arriving guests and conduct check-ins for each.
• Farewell departing guests and conduct check-outs for each of them.
• Keep the restaurant, kitchen, housekeeping, and maintenance informed about occupancy and any unexpected issues to resolve.
• Update therapists on their schedules and sessions.
• Confirm special session times with clients and therapists.
• Attend to reception duties during your shift, receive and resolve daily issues with guests.
• Tour reservations.
• Canatur reservations.
• Hotel and spa reservations.
• Transport reservations.
• Quotes with guides, rent-a-cars, tourist attractions.
• Print tour lists.
• Print departure and arrival lists.
• Customer service via phone, email, social media, and in person.
• Archive payment documents for stays and the Wellness center.
• Monitor both the radio and phone wherever you are.
• Confirm flight information for guests to organize transportation and departure times.
• Print arrival signs for guests.
• When necessary, cover the “On call” shift at the hotel from 10:00 pm to 7:00 am to receive emergency calls, handle overnight emergencies, or await early morning arrivals.

REQUIREMENTS
-Technical University degree in Tourism, Administration, or Hotel Management as a minimum, Bachelor’s degree in Business Administration desirable.
-3 to 6 years of experience in similar roles
– Google package knowledge (GDocs,Gcalendar…) & Office package
-English level C2-Own transportation

*This is a on-site position, located in Alajuela, Carrizal.

SCHEDULE:
Days: Monday to Sunday, Tuesdays off.
“ Except for Wednesday from 2pm to 10pm and Thursday from 7am to 3pm, the rest of they days can be negotiated ” (This day, the person can stay in the hotel, meals are included)